Finance and Administration Manager Full Time NEW

1. Position Information

Duty Station: Addis Ababa/Ethiopia

Duration: 24 months

1. Organizational Context

1. Project’s context

Actions in support of democratisation and respect for human rights, including the right to participate in the establishment of governments through free and fair elections, can make a major contribution to the peace, security, prosperity, and well-being of people. In that regard, the EURECS I project was implemented in Ethiopia from 2019 until March 2024, with funding from the EU in Ethiopia and Germany.

The EURECS was crafted as an innovative and alternative delivery mechanism to implement electoral and democracy assistance activities that are consistent with the EU’s values and policies, and targets to facilitate the implementation of the recommendations of the EU election observation mission (EOM) in Ethiopia that national authorities agree to strive towards. The action has a built-in election conflict prevention, mitigation, and management aim in nearly all activities prescribed by this approach.

Recognizing the high expectations of the 7th general elections of 2026 for the consolidation of a well-functioning democracy in the country, the EURECS II project seeks to contribute by strengthening the transparency, credibility, and public confidence in the election process and in the NEBE, as well as in the capacity of the civil society to be a major and credible actor in the electoral process. The project will support NEBE in fostering the inclusion of all segments of the electorate, including marginalised and vulnerable groups. In continuation of past efforts, the project will also strengthen the CECOE platform and other CSOs in electoral observation, civic and voter education, and awareness-raising targeted at disenfranchised groups, including youth and first-time voters.

The EURECS II project in Ethiopia is built around the three main specific objectives as follows:

• Empower NEBE to hold all levels of elections and implement lessons learned from 2021 for the 7th General Election in 2026;
• Strengthen CSOs in their election observation and support them in extending it to mid-cycle elections (municipal, referendum, and reruns) as well as voter and candidate registration.;
• Support civic and voter information to vulnerable groups, including IDPs, PWDs, the illiterate, women candidates, youth, and first-time voters.

Election observation, both national and international, is widely recognised as a cornerstone of electoral integrity. It contributes to transparency, accountability and credibility across all phases of the electoral process, from voter registration to the announcement of results, and reinforces public trust in the conduct and outcomes of elections. Media monitoring and analytical reporting constitute essential complementary tools for assessing the quality of the electoral environment and identifying emerging risks.

Civil society organisations are entitled to engage in electoral processes through non-partisan election observation, in accordance with international norms and standards. Such engagement contributes to enhanced transparency and accountability and plays an important role in building public trust in the credibility and legitimacy of elections. Civil society organisations may also support electoral processes through complementary activities, including civic and voter education, promotion of codes of conduct for electoral stakeholders, auditing of voters’ lists, media monitoring, facilitation of public debates, and formulation of technical recommendations for electoral reforms.

The Declaration of Global Principles for Non-Partisan Election Observation and Monitoring by Citizen Organizations recognises the right of non-partisan citizen election observation organisations to cooperate with other organisations, both domestic and international, and to receive technical and financial support for the purpose of conducting professional and independent election observation and monitoring activities. Access to such support constitutes a key condition for ensuring the effectiveness, professionalism and sustainability of domestic election observation efforts, in line with applicable legal frameworks.

1. Functions / Key Results Expected

Under the guidance of the ECES Representative in Ethiopia, the Finance and Administration Manager will be entrusted with the following specific responsibilities along with the corresponding deliverables:

Key Responsibilities

The Finance and Administration Manager is responsible for the overall financial management, administrative coordination, and human resource support of the observation mission, ensuring compliance with applicable policies, donor requirements, and best practices.

1. Financial Management and Budget Control

• Lead the preparation, consolidation, and monitoring of the mission budget.
• Ensure all expenditures comply with approved budgets and financial procedures.
• Maintain budget control systems and prepare budget utilization reports.

1. Accounting and Financial Reporting

• Oversee accounting processes, ensuring accuracy and compliance with standards.
• Prepare periodic financial statements and reports for:
  1. Management
  2. Donors
  3. External stakeholders
• Conduct reconciliations and ensure proper documentation of transactions.

1. Cash and Payment Management

• Ensure effective cash flow management and internal controls.
• Authorize payments within delegated authority.
• Monitor receivables and ensure proper financial tracking.

1. Compliance and Audit

• Ensure compliance with:
  1. Organizational financial policies
  2. Donor regulations (e.g., grant management requirements)
  3. Ethiopian legal and tax frameworks
• Coordinate internal and external audits and implement recommendations.
• Monitor risk of fraud and ensure preventive controls.

1. Human Resources and Administration

• Oversee HR functions, including:
  1. Recruitment and onboarding of mission staff and observers (in coordination with operations team)
  2. Payroll management
  3. Performance appraisal processes
• Ensure proper administrative systems and procedures are in place.

(Aligned with experience managing HR planning, recruitment, and appraisal processes)

1. Logistics and Operational Support

• Oversee administrative and logistical arrangements for:
  1. Core Team
  2. LTOs and STOs deployment
• Ensure efficient procurement and resource allocation.

1. Coordination and Support to Mission Structure

• Work closely with:
  1. Chief Observer / Head of Mission
  2. Observer Coordinator and Deputy Coordinator
  3. Core Team experts
• Provide financial and administrative guidance to support operational planning.

1. Policy Development and Systems Strengthening

• Ensure implementation of financial and administrative manuals.
• Strengthen internal control systems and procedures.
• Contribute to organizational capacity building in finance and administration.

Deliverables

• Approved mission budget and financial plan
• Monthly/quarterly financial reports
• Budget utilization and variance reports
• Audit reports and compliance documentation
• HR and administrative reports
• Final financial report for the observation mission

Duration

The assignment covers the full electoral cycle*, including:

• Pre-election phase
• Election day
• Immediate post-election period

*The full electoral cycle included the 7th General election (possibility of staggered elections over several months/years), possible bi-elections, referendum and local elections.

1. VALUES

• Promotes the vision, mission, and strategic goals of ECES.
• Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability.
• Demonstrates integrity by modelling ECES’ values and ethical standards.

1. Recruitment Qualifications

• Bachelor’s degree in Accounting or Finance

Minimum 10 years of relevant experience in:

• Financial management
• Accounting and auditing
• Administration and HR management
• Minimum 3 years working experience for CECOE in position of Finance/Admin officer/manager would be an asset

Technical Skills

• Strong knowledge of:
  • Accounting systems and financial reporting standards
  • Budgeting and financial planning
  • Donor compliance (e.g., EU PRAG)
• Proficiency in:
  • Accounting software (e.g., Peachtree, Sun System)
  • Microsoft Office tools

Management and Leadership Skills

• Strong leadership and team management capacity
• Ability to manage multiple financial streams and operational priorities
• Strong analytical and problem-solving skills

Desirable Competencies

• Experience with election observation missions or governance programs
• Knowledge of Ethiopian financial regulations and CSO frameworks
• Experience working with international donors and partners
• High level of integrity and attention to detail

Excellent working-level proficiency in Amharic and English, both written and spoken.